Introduction
This document explains how to perform the Entitlement Year-End Procedure which allows you to reset the entitlements for all employees to the start of a new year. This procedure should be performed after each entitlement reaches the end of its specified year. Any entitlement to be carried over will then be calculated automatically.
The year start and year end may vary for different entitlements. For example, the holiday entitlement year may run from January to December, whereas the training entitlements might run from April to October. Your current Start and End Dates can be confirmed by clicking on the menu: System > Entitlements.
If you use individual entitlement years (i.e. different year start and end dates for each employee), you should still perform this procedure once a year so that the default settings remain correct for any employees who do not have individual entitlement years set up.
Please note you will also need to carry out this procedure separately for each entitlement type you have defined (even if the year ends on the same date).
Preparation for the Year End Procedure:
How to perform the Year End Procedure:
When you run the Year End procedure, the value in the `Next Year` field will move across into the `This Year` field. Therefore, you must ensure that the `Next Year` field is correct for each employee prior to performing the Year End procedure. If the ‘Next Year’ value is incorrect you will have to enter the correct value into the `This Year` field before the Year End procedure is run.
To modify an entitlement, click the Edit button and then select the required Entitlement from the list.
The example below shows 22.00 Days in the ‘Next year’ field. This means that after the Year End is performed, both the `This Year` AND `Next Year` fields will show 22.00 days.
The ‘Carried over’ field shows how many days the employee has carried over from the previous year and the Credit field shows any manual adjustment that has been made to the entitlement over the past year.
If you attempt to perform the Year End procedure prior to the end date, the following window will open stating that the current year is still in progress. You will need to wait until after the end date before this procedure can be completed. Click OK then Close to return to the main TMS screen.
You must then select one of the four Carryover options:
Once you have selected a Carryover option, click ‘OK’ to proceed and perform the Year End procedure for the Entitlement. Alternatively, click Cancel to return to the previous entitlement screen.
If you do not have the MASTER account and require Web TMS updating immediately, please ask your IT deparmtent to type IISRESET at a command prompt on the web server. Please be aware that this will reset the connections of all people connected to websites on this server and force them to log in again.
Further Information:
As stated in the introduction section, once this procedure has been performed it cannot be reversed within TMS. Should you need to reverse the procedure then please contact your IT Department to arrange a database restore via your last backup.
Should you have any queries relating to this procedure, then please contact Mitrefinch Support on 0330 726 0090 or log a case via https://customers.oneadvanced.com/.